Thursday, 23 February 2017

United Nations Development Programme (UNDP) helps developing countries
attract and use aid effectively. In all our activities, we encourage
the protection of human rights, capacity development and the
empowerment of women.

Under the guidance and direct supervision of the Country
Director, the Programme Assistant ensures effective and efficient
functioning of the Country Director’s and Deputy Country Director
(Programmes) offices.

He/she maintains full confidentiality in all aspects of
assignment, maintenance of protocol procedures, management of
information flow and follow-up on deadlines and commitments made.

The Programme Assistant works in close collaboration with the
Front Office, and Programme and Operations teams, UN Agencies and
national authorities to ensure efficient flow of information, actions on
instructions, agendas.

Duties and ResponsibilitiesSummary of key functions:

Effective and efficient functioning of the Country Director’s and Deputy Country Director (Programmes) offices

Effective communications and administrative support to the office

Facilitation of knowledge building and management

Ensures effective and efficient functioning of the Country Director’s
and Deputy Country Director (Programmes) office focusing on achievement
of the following results:

Management of the office, ensuring an environment of
professionalism and teamwork at all times, and setting exemplary
standards of conduct for the CO team;

Efficient and discreet management of the schedules

Screening of all incoming communications, filter outgoing
correspondence for supervisor’s signature, clearance and further action
by other staff; wherever possible.

Adherence to appropriate protocol and correspondence guidelines
by CO team when communicating with Government and other external
partners;

Use of automated office management system

Organization of regular and ad-hoc meetings; preparation of
minutes and summaries of actions to be taken; tracking of progress on
planned issues; follow-up with focal points.

Ensures provision of effective communications and administrative support
to the office focusing on achievement of the following results:

Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.

Coordination of the information flow in the office and
dissemination of corporate and interoffice communication to staff as
required.

Administration of travel, meetings, appointments and briefings
of Country Director/Deputy Country (Programme). Including drafting of
background notes.

Maintenance of Teams’ status reports, best practices, lessons
learned, publishing on section intranet and compiling of information for
resource mobilization and communications officers.

Support to organization of advocacy events if required

Facilitation of information sharing with Management Support, and Programme and Operations Teams.

Follow up on deadlines, commitments made, actions taken and
coordination of collection and submission of the reports to the Country
Director.

Ensures facilitation of knowledge building and management focusing on achievement of the following results:

Sound contributions to knowledge networks and communities of practice.

Organization of trainings for UNDP staff on coordination, administration and protocol issues.

Impact of Results

The key results have an impact on the efficiency of the Country
Director’s and Deputy Country Director (Programmes) offices.Accurate
analysis and presentation of information strengthens the capacity of the
Country Director’s office and promotes the image of UN/UNDP as an
effective contributor to the development of the country. Incumbent’s own
initiative is decisive in results of work and timely finalization.

CoreCompetencies

Innovation:

Ability to make new and useful ideas work Level 1: Support(Reliable Replication)

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